Executive Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Oversee the client's calendar, schedule appointments, manage travel arrangements, set reminders, handle correspondence, follow up on emails, prepare for meetings, document meeting notes, and track action items.

• Keep an organized executive task list and ensure completion of delegated commitments.

• Collaborate with the Controller, Senior Property Manager, attorneys, CPAs, lenders, vendors, family members, and other team members on behalf of the client.

• Manage personal and family administrative tasks, including coordination of primary residences, second homes, short-term rentals, vehicles, reservations, YPO matters, personal records, and special projects.

• Organize personal and executive files, coordinating necessary documentation with attorneys, CPAs, lenders, insurance agents, vendors, and other external parties.

• Draft and refine correspondence, presentations, schedules, spreadsheets, reports, and various business documents.

• Utilize Outlook, Word, Excel, Asana, ChatGPT Business, Claude for Business, and other AI tools to enhance organization, research, communication, document preparation, task management, and execution.

• Understand the client's real estate and business operations to facilitate coordination across the organization and manage relevant business, personal, asset management, and special projects.

• Operate with discretion, initiative, sound judgment, and thorough follow-through; work independently while anticipating needs.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Personal Assistant, Executive Administrator, or in a comparable high-level support role.

• Strong organizational and time-management abilities, capable of handling multiple priorities and competing deadlines.

• Exceptional attention to detail and follow-through, with a proven ability to take ownership of tasks until completion.

• Excellent written and verbal communication skills in English, capable of preparing polished and professional correspondence and business documents.

• Strong judgment and discretion, with the ability to manage confidential personal and business information appropriately.

• Highly proactive and resourceful, adept at anticipating needs and independently resolving problems.

• Comfortable collaborating with senior professionals, attorneys, accountants, lenders, vendors, family members, and other external stakeholders.

• Strong proficiency in Microsoft Office, especially Outlook, Word, and Excel.

• Familiarity with task/project management tools such as Asana.

• Experienced in utilizing AI tools like ChatGPT and Claude to enhance research, organization, communication, and productivity.

• Ability to swiftly understand unfamiliar businesses, assets, systems, and processes.

• Comfortable working independently with minimal day-to-day supervision.

• High degree of professionalism, maturity, reliability, and personal accountability.

• Willingness to adapt to evolving responsibilities as the organizational structure changes.

• Comfortable working during US hours.

🏝️ Benefits

• Competitive salary.

• Flexible working hours.

• Opportunities for professional development.

• Supportive team environment.

• Health and wellness benefits.